Project Logistics Handling Operations Administrator

Role overview

This position is for a seasoned project logistics operations administrator who will oversee logistics coordination and deliver strong customer support for project-based activities in Kampala, Uganda.

Logistics operations

• Arrange and supervise project logistics work across transport, warehousing, and delivery, including end-to-end cargo movement from origin port to final destination.
• Review incoming orders and documents to identify the information and paperwork needed right away so that clearance and release are not delayed. Obtain, follow up on, and receive all required cargo letters on time.
• Plan and monitor shipments to support on-time delivery of goods and materials.
• Carry out regular follow-ups to ensure transport and customs clearance updates are accurate, and update the cargo tracking system and physical files every day.
• Work with internal teams, suppliers, transport providers, and other stakeholders to improve logistics flow.
• Check that all shipping documents are complete and consistent before sending them to the Declaration team.
• Review client documents and make sure billing is prepared correctly and on time.
• Keep a monthly record of additional costs for monitoring purposes.
• Apply strong planning and organization to complete tasks within strict deadlines.
• Follow company rules, standards, and compliance requirements.

Customer service

• Serve as the main contact for customer questions linked to project logistics.
• Share shipment progress updates with customers three times per week.
• Respond to customer questions and complaints quickly and in a satisfactory way, with replies sent within 6 hours.
• Build and maintain positive client relationships through prompt and professional handling of needs and concerns.
• Coordinate internally to ensure customer requirements are handled efficiently.
• Communicate final confirmation of extra charges or confirmation that there are no extra charges from sister companies to clients within 2 hours of receiving the email.
• Inform clients immediately about any payments that must be made before release of incoming shipments so they can prepare in advance.
• If loss or damage occurs, notify the client immediately under Legal Team guidance and no later than 12 hours after the incident is reported, following the stated procedure.
• Arrange monthly client visits and send the visit reports to the supervisor and any other required parties within 48 hours.

Administrative duties

• Open client files correctly and on time in both the system and physical records for all assigned accounts.
• Ensure all communication, correspondence, and file-related documents are filed and scanned according to the required process and always kept in the file.
• Create files in CargoWise and TMS within 6 hours of receiving shipping documents or pre-alerts, and close files within 48 hours after delivery.
• Maintain zero errors in file opening.
• Prepare regular monthly reports on logistics performance and customer service indicators for the supervisor.

Debt collection support

• Support the Credit Control team in follow-up activities aimed at encouraging prompt client payments.

Additional duties

• Take on any other tasks assigned from time to time by the line manager and dotted-line supervisors.

Requirements

• A bachelor’s degree in Transport & Logistics Management or a related field.
• At least 2 years of work experience in logistics operations, customer service, or project administration.
• Strong planning, multitasking, and detail-orientation skills.
• Good communication and interpersonal abilities.
• Hands-on ability with logistics software and related tools.
• Advantageous knowledge of international shipping rules and procedures.
• Comfortable working under pressure and meeting demanding deadlines.
• Strong troubleshooting and analytical capability.
• Excellent presentation skills for working with important clients and stakeholders.

Work location

The role is based onsite in Kampala, Central Region, Uganda.